Executive Support Partner

We are seeking an experienced, highly organized, and detail-oriented Executive Support Partner to take on key organizational administrative roles and tasks, including supporting the Executive Director and managing interactions and logistics between Sewall’s executive leadership and board of directors. Our ideal candidate is deeply values-aligned, has excellent interpersonal and communication skills, a high level of discretion and organizational skills, and a willingness to learn about nonprofit governance approaches. Sewall values a supportive and engaging partnership between its Executive Director and board of directors, and together, staff and board explore and adapt Sewall’s operations and governance structures to align with our values. 

A newly created position, the Executive Support Partner’s main responsibilities are to provide administrative support to facilitate and optimize the Executive Director’s engagement with internal and external partners and will play a crucial role in the smooth and productive interactions between our Executive Director, staff, and board of directors, contributing to Sewall’s overall strategy and impact. 

Primary Responsibilities

1. Coordinating board and committee meetings and events, including all logistics, materials, and communications:
   1. Sewall’s board of directors meets four times a year and holds board committee meetings, workshops, and events throughout the year. 
   2. Managing logistics, such as meeting venues, food, and relevant event vendors. 
   3. Coordinating and communicating the schedule of board meetings and related events.
   4. Preparing board meeting agendas in consultation with the Executive Director and board.
   5. Assembling and distributing the necessary materials for these meetings, such as minutes, reports, and agendas, to ensure all parties are adequately prepared.
   6. Taking minutes during meetings and ensuring that any actions or decisions made by the board are communicated to the relevant committees/staff pods/individuals and implemented accordingly.
   7. Coordinating travel and activities for the Board and Executive Director as needed.
2. Preparing necessary materials, assuring and coordinating timely input from and effective communication between all parties involved:
   1. Handling correspondence on behalf of the executive director and board, responding to inquiries from stakeholders and ensuring that any issues raised are addressed in a timely and effective manner.
   2. Maintaining accurate and accessible records of board documents, decisions, and communications.
   3. Partnering with other staff members to carry out and implement necessary governance tasks and activities. 
3. Partnering with the Executive Director to enable effective time and project management: 
   1. Familiarizing themselves with Sewall’s mission, vision, values, bylaws, and board charters as well as organizational programs and structures.
   2. Assisting in governance matters, such as ensuring compliance with statutory and regulatory requirements, and communicating with legal counsel if bylaws need to be updated, etc.
   3. Ensuring board members receive appropriate documents in advance of meetings for adequate preparation.
   4. Providing administrative support to the board and its committees, including partnering with staff board committee liaisons, as needed.
   5. Ensuring the board complies with legal requirements and internal policies.
   6. Monitoring board membership terms and facilitating the renewal or replacement process.
   7. Assisting in board member recruiting, orientation, and training.
4. Providing administrative leadership and direction on various internal and external organizational functions to optimize Sewall’s impact:
   1. Supporting executive director in administrative aspects of their role
   2. Updating and maintaining internal filing systems
   3. Supporting program staff in planning, managing logistics, and carrying out meetings, trainings, and convenings
   4. Providing logistical support on internal and external efforts as needed.